Disclaimer. Collectalia is not a legal, tax or insurance advice site. The information on this page is general and based on French legislation in force as of 09/11/2026: it may change, does not necessarily apply outside France and does not take your situation into account. Always have it checked by a notary, a lawyer, an accountant or your insurer before acting on it.
The essentials
- Collectalia is used to catalogue and document your pieces: entry, photos, provenance, certificates, movements.
- It lets you present selections to your clients in password-protected private showrooms.
- It is not accounting, invoicing, point-of-sale or online sales software.
Looking for art gallery management software or antique dealer software often means looking for two things at once: a tool for managing the business (invoices, till, accounting) and a tool for knowing the pieces (what they are, where they come from, where they are). Collectalia covers only the second. This page explains what it does, and what it does not do, for galleries, dealers and antique dealers.
Gallery stock management: what gets lost between two spreadsheets
The stock of a gallery or an antique dealer is constantly moving. Pieces leave for a fair, for the restorer, for a client to try out, on deposit with a fellow dealer. Others arrive on consignment. The information lives in several places: a spreadsheet for the list, a folder of photos, certificates in a binder, the provenance in the dealer’s memory.
The consequences are familiar: a piece that can no longer be found, a certificate mislaid at the time of sale, a provenance that has to be reconstructed for a demanding client, a selection sent by email with attachments that are too heavy. Gallery stock management is first and foremost a question of documentation.
What Collectalia brings
- One entry per piece, with the fields specific to each category: medium and dimensions for a work, numbered edition EA or HC, signature and foundry mark for a sculpture, edition and binding for a book, metal and hallmark for silverware or jewellery. Custom fields complete this as needed.
- High-resolution photos and documents: purchase invoices, certificates of authenticity, valuations, restoration reports.
- Provenance and history of each piece, with the related contacts: artist, depositor, expert, carrier, buyer.
- Movements and location: gallery, storeroom, storage unit, fair, restorer. Deposits, consignments and loans are tracked as movements or loans, with their dates.
- Condition reports, successive valuations, expenses (restoration, framing) and recorded sales on the entry.
- PDF reports and Excel exports, laid-out PDF catalogue, labels; import of your existing Excel file with automatic column recognition.
For the certificates you give your clients, our guide to the certificate of authenticity for a work of art reviews the useful details; for pieces that travel, see the condition report.
Private online showroom: presenting without publishing
Many pieces are not shown on a public website: confidential prices, depositors’ discretion, a selection designed for a single collector. The private online showroom meets this need. You put together a selection, share it through a password-protected link, set an expiry date, and see when the client has viewed it. The client does not need an account. They can download the showroom’s report or catalogue if you allow it.
Working as a team
A gallery means a director, assistants, sometimes a registrar, an external accountant, represented artists. Each is given a role: administrator, editor or read-only. Read-only access is free and unlimited, and values can be hidden from those users: a colleague or an outside adviser can view the entries without seeing your prices. To show an artist only their own works, a private showroom is enough. The log of changes and access shows who changed what.
Galleries and dealers who manage the pieces of several clients or several entities use the Pro plan; a small business can start with a standard plan. The details are on the pricing page.
Confidentiality and security
Data hosted in France, daily backup, two-factor authentication that can be enabled or required for the whole team, access log. You can export your entire space at any time: your data remains yours.
With Collectalia
Your stock documented piece by piece, with provenance, certificates and location, presented to your clients in private showrooms, and shared with the team and the artists you represent. You keep your accounting and sales tools; Collectalia holds the knowledge of the pieces.
Disclaimer. Collectalia is not a legal, tax or insurance advice site. The information on this page is general and based on French legislation in force as of 09/11/2026: it may change, does not necessarily apply outside France and does not take your situation into account. Always have it checked by a notary, a lawyer, an accountant or your insurer before acting on it.